2021-01-02 By Maya Pillai
Event planning can either look like the sun setting at the exact moment of a proposal or a torrential downpour with freezing rain when the gazebo only fits 10 people.
If you’ve ever been in charge of planning an event of any size you know exactly what that experience entails. It’s hard. It’s exhausting, and it’s rarely forgiving.
Event management software can help alleviate the dissonance.
You know the ins and outs of anxious feelings, thinking that you forgot something important. You remember the pins and needles as guests arrive virtually or in-person, the fear of overlooking one crucial part of the night.
You remember the breakdown in communication where maybe something wasn’t relayed to another team member, and now there’s a giant gap in the entire evening.
We are simply human, and so we are fallible to error and forgetfulness.
Why Take the Bait?
Using an event management software program to help you plan an occasion can make the difference between an evening with raving reviews or a disastrous excuse for a get-together.
You want your events to be memorable and meaningful, not popular for it’s awful excuse for a host that just didn’t have it together.
Event management software can help you discern what takes top priority. It can help distinguish who is in charge of what, how to delegate effectively and assisting you in pulling off the greatest event you’ve ever entertained.
We know what you’re thinking and it totally does sound impossible. So let us convince you of event management software and it’s ultimate power.
- You’re Not Alone
Having the support of healthcare event management software is like having the personal assistant you’ve always dreamed of.
Gone are the days of wandering around the building trying to find tech support for your conference projector. Your support is consolidated, easy to communicate with, and all on the same page through software programming.
You have two hands and one brain. Event management software has an endless ability to equip you with auxiliary, something anyone solo planning would kill for.
It takes the menial tasks of analyzing data filling and compartmentalizes it into reachable, small tasks with a birds eye view.
- Data For Days
Connecting with planning software that enables you to manage the logistics of virtual or in-person event planning can take a massive weight off your shoulders.
The analytics event management software can run will help to report when it comes time for your next meeting. Maybe you’d like to find out how many donors from last year’s funding social have RSVP’d for this year’s event.
This gives you a leg up when contacting this years round of folks who are interested in participating again. Language like, “thank you so much for donating X amount at last years event, this year our goal is X,” can give a personalized feel to the conversation.
That type of rapport will keep donors and funds flooding the cause and helping your team accomplish their biggest goals.
- Community Brainstorming
Not only do you have the type of support that can guide the process and instill structure, but you also have another perspective to offer insight when you hit a roadblock.
And if you’ve been through this before, you already trust that there will be bumps.
One location for teams to communicate about the next event keeps the cobwebs from forming on old emails that feel impossible to catch up with.
- One Stop Shop
The type of centralized structure that this software can offer you is invaluable.
The chance to find every aspect of your event planning in one, clear pocket is a gift on its own. Let alone what happens when you shift gears and utilize this software as a its own entity.
Notifications regarding parking changes or seat rotations can all be sent from one hub, with a few keystrokes and the click of a button. No more working until 12:30 in the morning to alert 400 people about a plumbing issue on campus.
Social media might be the most genius and genuine way to practice specialized marketing.
Instead of choosing one or the other, running 4 programs and home pages at once to make sure they all sync, you can integrate social media into your event planning campaign.
Let’s say most of your donors are quick to check their Facebook instead of their email. Sending lightning incentives for donors who respond quickly may generate more traffic and keep social media in the front view of your marketing strategy.
This is a seamless transition for many of your attendees, as most individuals are familiar with social media networking.
- Real Time Payment
Modern payment methods give folks the chance to express their concerns and support through a quick and painless checkout.
Whether you’re collecting donations or raffle tickets, you can utilize swift and efficient payment collection through event management software. Many donors may reach out and request to fund a specific table or meal for the event.
Event management software gives them the option to send those funds directly to the program they’re supporting.
This shows your guests that you not only respect their time but that you’ve gone above and beyond for their consideration, and that they can rely on a consistent payment structure. No switching to checks from cards, no cash only issues.
- Communication is Key
Keeping in contact with your attendees means honoring the harmony built during your past events. You can keep your members abreast of changes, requests, and organizational needs throughout the year.
Fine tuning your virtual rolodex for your members makes communication easy and almost enjoyable. No more nightmares about forgetting to copy and paste a different name for each mass email about your year end goal.
Donors and volunteers are a special breed. They show up and give what they can because they choose to. This isn’t a job for them, it’s a relationship.
Offering this touchpoint means they can connect directly with your organization to find clarity, offer feedback and so much more. And no matter who you are or where you’re connected, everyone loves acknowledgment and gratitude.
- Future Trippin’
It’s hard to gauge what your return on investment all look like after an event that inspires.
When you’re able to track through event management software, you create a connect the dots condition. You can find patterns and algorithms that are crucial to project next year‘s numbers and turn out.
When you’re drafting an auditorium seating set up for next years event, you can compare parties, tables and spatial reasoning versus how the set up last year turned out. All based from numbers and names in your database.
Never before has future event planning taken on such a direct, minimalist form.
From scheduled emails to invite reminders, there’s nothing that can slip through the cracks.
In every day, normal human communication breakdown, there are huge pieces of the puzzle that we may struggle to convey.
There are tons of reasons for missing that marker, but most of them come from stress, brain fog, and very little time flexibility. All of these things can be eliminated by a milieu of communication available for everyone to see and add to.
If you’re so busy working with Gwen that you forgot to tell Stephen to make sure the florist has a key to get in, you won’t need to sweat it. Stephen already got the notification reminder to be ready to open the door.
The small pitfalls of event management are so avoidable through the use of systems created to keep a safety net available to you 24/7.
Instead of logging donations manually or through an excel spreadsheet, you can enter your donor’s and member’s information with no compromise risk.
Having a secure software infrastructure means you don’t need to worry about data breaches. And offering that confirmation to your donors will further their confidence in doing business with your organization.
Encrypted documentation means no risks for data collection, a noteworthy function in today’s world. Your organization and your donors deserve the peace of mind in knowing that their vulnerable information is in safe keeping.
Don’t Sleep On Event Management Software
This level of technical design is an offering you would be ill-advised to ignore. To create a cornucopia of data, knowledge, access, and information, where all of your work is concentrated, is a smart move.
With the minimal risk for a data breach and automation that dreams are made of, utilizing event management software will change the way you approach your planning.
When you shift the perspective you have of event planning, it causes a ripple effect. Feeling like you’ve “got this” is infectious, and your team and donors will feel the joy radiating all through the room.